Office 365 email backup solution

Hi All,

When using Office 365, how can I restore user email that was deleted few months back but hasn't been archived yet ?

If it is Exchange on Premise yes, I can always restore it from 3rd party email bckup solution, but how can I do it when is Office 365 ?
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Senior IT System EngineerIT ProfessionalAsked:
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Mark GalvinManaging Director / Principal ConsultantCommented:
Hi

As per https://technet.microsoft.com/en-GB/library/exchange-online-limits.aspx?f=255&MSPPError=-2147217396#RetentionLimits - you have a set period in which items removed from Deleted Items can be restored. As it states 'This is the default value for Exchange Online organizations. Administrators can change this value to a maximum of 30 days for mailboxes in their organization. '

Once that period is up the items get purged and are not recoverable.

Hope that helps
Mark
Vasil Michev (MVP)Commented:
There are few thing you can try. First, they recently changed the retention policy for the Deleted items folder, now items moved there should be kept forever. So if the user simply (soft) deleted the message, check the Deleted Items folder, even if the message was deleted few months ago it might still be there.

If the message was hard deleted, *and* the user has an archive, you can check the "Recover Deleted Items" container in the *Archive* mailbox (i.e. right-click on Deleted Items in the Archive, select Recover deleted items).

If the message was Purged or the user doesnt have an archive, there's nothing you can do.
Senior IT System EngineerIT ProfessionalAuthor Commented:
ok, what about in place hold or Journal mailbox ?

is that also possible to recover ?

My assumption is that journal mailbox is archived continuously daily real time.
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Vasil Michev (MVP)Commented:
It's indeed possible, but those settings need to be enabled beforehand. If you enable them now, nothing will change for messages deleted in the past.
bobluisCommented:
Agree with Vasil. No 3rd party software can help you on this. Unfortunately, you've lost those emails permanently. Its time to reconfigure email retention setting so that you'll never face this loss again.
Senior IT System EngineerIT ProfessionalAuthor Commented:
Bob,

So what's your recommendation for the retention policy ?
Alan HardistyCo-OwnerCommented:
Set the retention to whatever you think you will need, but whatever you choose, it probably won't always cover the user that doesn't realise until 6 months later that something has gone that they desperately need.

Alan
Senior IT System EngineerIT ProfessionalAuthor Commented:
What about setting it as forever ? is it going to work as well ?
Vasil Michev (MVP)Commented:
Retention settings do NOT guarantee you recoverability of the items. If this is your goal, use legal/in-place hold instead.

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Senior IT System EngineerIT ProfessionalAuthor Commented:
Ah i see, so when I set the legal in place hold forever then it is archived on real time for any email send and received.

Since office 365 archiving has no limit or quota this will be the only option with no additional cost assuming E3 license is used.
Jian An LimSolutions ArchitectCommented:
there are 3rd party application that do backup
for example, https://www.backupify.com, https://www.spanning.com 

these will do a daily snapshot at agree time and will keep a copy out of office 365.

Further, you also can have a full risk management on top of office 365 like mimecast.com
these effectively keep a copy of emails outside office 365 and provide a series of filter (spam, malware and etc)

The cost is something 1/12 of office 365 for yearly cost (roughly top up 1/12 of what you pay to office 365 annually) (pricing always check with the vendor)
A lot of business will take the rest out of it so If microsoft goes bad, they still have something outside the microsoft orld (business decision)
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